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SWIFT Update April 29, 2021

Statewide Financial Policies Updates

Revised policies and procedures for the Managing and Reporting Accounts Receivables and Debt Collection Process and Actions are now available on the SWIFT website. The policies and procedures have been updated for added clarity and the change in MS 16D.09 requiring additional reporting of write-offs of debt to the legislature. This change requires agencies to report write-offs of $100,000 or more and MMB to prepare an annual year-end report on write-offs.
•    MMB Statewide Operating Policy 0501-01 Managing and Reporting of Accounts Receivable
•    MMB Statewide Operating Procedure 0501-01.1 Managing and Reporting of Accounts Receivable Procedure
•    MMB Statewide Operating Policy 0504-01 Debt Collection Process and Actions
•    MMB Statewide Operating Procedure 0504-01.1 Debt Collection Process and Actions

Statewide Systems Maintenance: May 2

All statewide systems will be unavailable due to system maintenance on Sunday, May 2 at 6:00 a.m. through noon. Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience.
Impacted systems will include:
•    Appropriate Maintenance Application (AMA)
•    Budget Planning and Analysis System (BPAS)
•    Capital Budget System (CBS)
•    Data Warehouse (EPM)
•    Enterprise Learning Management (ELM)
•    Fiscal Note Tracking System (FNTS)
•    Recruiting Solutions
•    Self Service
•    SEMA4
•    SWIFT (including Supplier Portal and Mobile Inventory)

Purchase Order Close: May 14

As part of the year-end cleanup on SWIFT, the Purchase Order Reconciliation (PO Close) job is scheduled to run Friday, May 14. The PO Reconciliation job closes purchase orders that have been fully matched by setting the Status to "Complete."

For addition information on this job, see the SWIFT Procurement Year End Processing Tips.

The PO Close job will run two additional times this year to assist in closing documents: June 30 and the hard close weekend of August 20.

Remember, you can prevent the PO Reconciliation job from closing a purchase order by selecting the "Hold From Further Processing" checkbox on the purchase order header page. You can use this checkbox if you plan on increasing the purchase order at a later date.

SWIFT Staff Spotlight: Shelia Cunningham

Shelia Cunningham is one of the trainers on the SWIFT Training Team.

How long have you been at MMB?
I’ve been on this team for six years now. I started at the state at DEED to manage the outreach and training area of CareerOneStop, a federal web-based job seekers tool kit. I worked for MinnState to manage the iSeek (CareerWise) web-based suite of tools.

What's your favorite part of your job?
I am curious and I love learning new technologies and finding helpful ways to explain and use them. I feel satisfied when agency staff gain an appreciation for the complexities and power of SWIFT.

What's a fun fact some people don't know about you yet?
I used to make quilts for family and friends. I decided to transfer those skills to gut and redo my basement. I learned how to cut, measure, and put together wood paneling, electrical outlets, carpet, ceiling insulation, and use Bondo to fix the shower stall. The next project is to rehab a van camper so I can go explore the world outside of Minnesota.

This picture is of my daughter, Ellie, and me. She is a very talented singer and performer. She was the lead in her high school musical, Sister Act.
Image of Shelia

SWIFT Training and Resources

The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.

  • Quick Reference Guides and Training Videos: Please check the Training and Support Resources page for the quick reference guides and training videos/ You will find reference guides covering all modules on SWIFT. We are adding new training videos in the most commonly used modules.
  • Webinars: We are offering modified online versions of our classroom training. They are shorter and meant to provide basic demonstrations of the SWIFT modules. If you are newer to SWIFT, please consider taking the Introduction to SWIFT: Navigation webinar before enrolling in a module-specific webinar.
  • One-On-One Sessions: If you would like one-on-one training on a SWIFT module not offered through a webinar, please email to request a one-on-one session.

To find and enroll in SWIFT webinars, open the Self Service or Administrative Portal and select the ELM tile. On the Learning Management page, select Find Learning on the left menu. On the Find Learning page, enter “SWIFT” in the Description field and choose Search. Seats are available in the following webinars:




Create a Contract Shell

May 6, 2021

1:00 p.m. - 2:30 p.m.

Create Vouchers Overview

May 13, 2021

1:00 p.m. - 2:30 p.m.

Introduction to SWIFT Navigation

May 12, 2021

9:30 a.m. - 11:30 a.m.

Introduction to SWIFT Reporting

May 19, 2021

9:30 a.m. - 11:30 a.m.

SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT:
651-201-8100, option 2 or by email Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays. When emailing the SWIFT Help Desk, be sure to include all details regarding the issue. 

Information to include with your message:

  • Issue Description
  • Business Unit
  • Module (Accounts Payable, Purchase Orders, etc.)
  • Transaction ID (Voucher ID, PO ID, etc.)
  • Error Message Print Screen
  • Additional assistance can be found on the SWIFT Training Guide page.

SWIFT Update Mailing List

The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

Printing the SWIFT Update

  • If you are experiencing issues printing this update, download a PDF version and print that version
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